Administrative Specialist 1

Position Overview:

Performs specialized, high level, and/or complex administrative support duties; supports specialized programs for a department, functional area, or college. Uses discretion to make judgments based on specific operating guidelines and policies and with respect to communications and confidentiality. Ensures that departmental operations comply with organizational policies and procedures as well as applicable laws and regulations. Participates in and contributes to special projects and programs as directed by the department head. Composes and/or prepares correspondence, promotional materials, forms, newsletters, and/or manuals. May track and prepare budget reports and maintain records and databases. May conduct specialized research, extract data from appropriate relational databases, create reports and spreadsheets, create presentations, plan conferences or events, or provide purchasing and payroll support for department or unit. May respond to and initiates inquiries, explain policies, and answer questions. Performs work under general supervision. Handles moderately complex issues and problems, and refers more complex issues to higher-level staff. Possesses solid working knowledge of subject matter. Typically non-exempt and does not supervise other staff (but may supervise students). Typically reports to a department head or manager.

Department Specific Essential Job Functions:

The Administrative Specialist of Oklahoma A+ Schools Institute will assist and support the operational and programatic systems. Provides support to Executive Director. Oversees Pcard process for all OKA+ staff. Creates monthly financial reviews of expenditures, revenues, and and encumbrances. Monitor and coordinate shared email account, and shared calendars. Attend and take notes in staff meetings. Support event planning and preparation, assisting Project Specialist with details, including out of state travel arrangements it needed. Order and keep inventory of general office supplies. Assist in ordering materials for special projects, such as SAIL Box. Assists with quarterly advisory board meetings including, organizing reports, creating packets, and taking notes. General clerical support to directors and staff. Sort mail daily. Answer main phone line. Serve as building captain. Communicate effectively with staff, contract workers (Fellows), other UCO departments, and other stakeholders. Other duties as assigned to support OKA+.

Job Level:

Scope & Impact: This position is an entry level professional position, with actions that may have a measurable impact on operations within a work group.

Communication & Interaction : Routinely answers questions and provides information and data requested by individuals within or outside of work area. Questions that require interpretation or are not easily resolved are referred to Supervisor.

Effective Knowledge: Demonstrates ability to execute tasks according to standard operating procedures and/or direction. Demonstrates ability to learn new subject matter, coupled with attention to detail and responsiveness to feedback.

Problem Solving & Judgement : Performs a variety of duties following established policies and procedures. Resolves problems by selecting from approved alternatives based on past practices, established procedures, or direction. Relies on direct supervision is available to set priorities and objectives, and to assist in problem resolution.

Budget Authority: May provide input into budget development by assisting with identification of operational needs and requirements.

Policy & Procedure Authority: Primarily responsible for executing routine procedures with direction from senior staff.

Reporting Relationships : Generally reports to manager or higher but may receive basic operational direction and guidance from senior level staff members.

Supervisory & Team Leadership Responsibilities : None.

Qualifications

Qualifications Required:

Requires a Bachelor’s degree in job related field or 4+ years of equivalent work experience in chosen filed that provides knowledge of and exposure to fundamental theories, principles, and concepts. Requires the application of expertise in a chosen field to achieve results.

Qualifications Preferred:

Knowledge of or experience with OKA+ Schools Institute. Knowledge of or experience in the fields of education and the arts.

Physical Demands:

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.